MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES June 12, 2002 I. Attendance Mr. Shaw called the roll: Present Mr. Richard C. Bell, President Mrs. Joan Hutchinson, Vice President Mr. Ralph Russo, Secretary Mr. Stephen Shaw Mr. Carl Berkowitz Mrs. Rosa Boyd Mr. Kevin J. Gallagher, Director Mr. Timothy J. Conway, Treasurer Absent Ms. Helen Sherman (excused) Visitors None II. Agenda A. Roll Call G. Treasurer’s Report B. Minutes H. Library Staff Reports C. Visitor Comments I. Committee Report D. Correspondence J. Old Business E. President’s Report K. New Business F. Director’s Report L. Adjournment PAGE 2 III. Discussion and Recommendation A. Mr. Richard C. Bell, President, opened the meeting at 7:00pm and led the pledge to the flag. B. Minutes Mr. Shaw moved for adoption of the minutes of May 8, 2002. Mrs. Boyd seconded. Discussion was held. Ayes: Bell, Hutchinson, Russo, Berkowitz, Shaw, Boyd - 6 Noes: None Motion declared approved. (12/06/02 - 49) C. Visitor Comments No comments. D. Correspondence A copy of all the correspondence sent to each Board member is attached to the official minutes. Mr. Bell received a letter from Senator Larkin thanking him for applying for a legislative initiative grant. Due to the high volume of requests, he was not able to “roll-over” Mr. Bell’s request for next year. (Letter attached to official minutes) Mr. Bell read a letter from Senator Bonacic thanking him for his letter seeking Senate Initiative Funding. Mr. Bonacic will let the library know if funding becomes available. Since this letter we have been told that we will be receiving a $5000 grant from Senator Bonacic. E. President’s Report Mr. Bell had a conversation with Supervisor John Ward of the Town of Wallkill. Mr. Bell has set up a meeting with the Town Board for June 19th at 7:00pm and the Board is invited to attend. Mr. Ward is of the opinion that the Town of Wallkill is paying to much in the way of taxes. Discussion followed. PAGE 3 F. Director’s Report (A copy of the Director’s Report sent to each Board member is attached to the official minutes.) Mr. Gallagher reported that he represented the library on May 30th at Barbara Stienstra’s fathers funeral. The Board discussed setting dates for public hearings on the expansion of the district. G. Treasurer’s Report Mr. Conway reported on the different accounts and revenues. The budget has been 52.84% expended. H. Library Staff Reports No report. I. Committee Reports Buildings & Grounds Committee: A copy of this report sent to each Board member is attached to the official minutes. Finance Committee: Mr. Berkowitz reported that the committee met with Mr. Gallagher and went over the 2003 budget. Mr. Berkowitz moved that the regular monthly disbursements for May 2002 in the amount of $71,751.27, having been audited by Ralph Russo and found to be correct, be approved. Mr. Shaw seconded. Ayes: Bell, Hutchinson, Russo, Berkowitz, Shaw, Boyd - 6 Noes: None Motion declared approved. (12/06/02 - 50) Mr. Berkowitz moved that the payroll register of deductions for May 1 ($17,315.02), May 15 ($17,587.48) and May 29 ($16,392.74), 2002, having been audited by Ralph Russo and found to be correct, be approved. Ms. Boyd seconded. Ayes: Bell, Hutchinson, Russo, Shaw, Boyd, Berkowitz - 6 Noes: None Motion declared approved. (12/06/02 - 51) PAGE 4 I. Committee Reports Con’t. Mr. Berkowitz moved that the manual checks for April & May 2002 in the amount of $35,000.00 & $86,854.92, having been audited by Ralph Russo and found to be correct, be approved. Mrs. Hutchinson seconded. Ayes: Bell, Hutchinson, Russo, Berkowitz, Boyd, Shaw - 6 Noes: None Motion declared approved. (12/06/02 - 52) Mr. Berkowitz moved that the Board of Trustees of Middletown Thrall Library amend the 2002 budget to be increased by the following: Revenues:L.2705 Gifts & Donations $131.80 Appropriations:L.7410.8521.12.3811.05 Local History Books $131.80 The above amount represents a donation from the Friends of Thrall Library for books for the Local History Dept. Revenues:L.2705 Gifts & Donations $3,792.00 Appropriations:L.7410.8200.12.0000.07 Furniture & Equipment $3,792.00 A donation was made by the Friends of Thrall Library for the purchase of computer systems for David Moore Heights Branch Library and the Children’s Dept. at Thrall Library. Revenues:L.2705 Gifts & Donations $2,993.10 Appropriations:L.7410.8200.12.0000.07 Furniture & Equipment $2,993.10 The Friends of Thrall Library donated funds for the purchase of a new computer system for the Government Documents Dept. Mr. Shaw seconded. Ayes: Bell, Hutchinson, Russo, Shaw, Boyd, Berkowitz - 6 Noes: None Motion declared approved. (12/06/02 - 53) PAGE 5 I. Committee Reports Con’t. Mr. Berkowitz moved that the Board of Trustees of Middletown Thrall Library accept the following budget transfer: FROM: L.7410.8441.12.0000.00 Pass-Through from Middletown School District $1,500.00 TO: L.7410.8440.12.0000.00 Prof. & Technical Consultant Services $1,500.00 This amount is to help cover the professional services of the library’s lawyers fees from 9/2000 - 4/2002 and to cover additional fees for the balance of 2002. Mr. Russo seconded. Ayes: Bell, Hutchinson, Russo, Boyd, Berkowitz, Shaw - 6 Noes: None Motion declared approved. (12/06/02 - 54) J. Old Business Mr. Shaw and Mr. Gallagher reported on the meeting with Bloomingburg Free Library representatives. They are attempting to open more hours. They are aware of the problems. Discussion followed. Mr. Berkowitz moved to go into executive session at 8:15pm to discuss personnel and contractual issues in the proposed 2003 budget. Ayes: Bell, Hutchinson, Russo, Boyd, Berkowitz, Shaw - 6 Noes: None Motion declared approved. (12/06/02 - 55) The Board returned from executive session at 10:06pm. PAGE 6 K. New Business The library received a donation from Sandra Strohsahl honoring Stephen Shaw. Mr. Russo moved that the Board of Trustees hereby elect to provide the additional pension benefits of Section 75-c; Section 75-e; Section 75-g and Section 75-i of the Retirement and Social Security Law, as presently or hereafter amended. Mr. Berkowitz seconded. Discussion followed. Ayes: Bell, Hutchinson, Russo, Berkowitz, Shaw, Boyd - 6 Noes: None Motion declared approved. (12/06/02 - 56) The Administrative Salary Schedule was approved as presented to the Board. The Board presented a gift to Mr. Stephen Shaw as a valuable Board member. L. Adjournment Mr. Russo moved to adjourn the meeting at 10:18pm. Mr. Berkowitz seconded. Ayes: Bell, Hutchinson, Russo, Berkowitz, Boyd, Shaw - 6 Noes: None Motion declared approved. (12/06/02 - 57) Respectfully submitted, Ralph Russo, Secretary TABLE OF MOTIONS (02/01/02 - 1) Approval of 12/12/01 minutes (02/01/02 - 2) Regular monthly disbursements for December. (02/01/02 - 3) Correction to Transfer #3 (for 7/1/01-12/31/01 budget) into insurance. (02/01/02 - 4) Accept all practices & policies of previous Board. (02/01/02 - 5) Tabled resolution moving full-time custodians to clerical unit. (02/01/02 - 6) Adjournment of January 2nd meeting. (13/02/02 - 7) Approval of 1/2/02 organizational meeting minutes. (13/02/02 - 8) Approval of 1/2/02 Regular meeting minutes. (13/02/02 - 9) Approval of disbursement for payroll & benefits for Dec. 2001. (13/02/02 - 10) Approval of monthly disbursements for fiscal year 7/1/01-12/31/01. (13/02/02 - 11) Approval of payroll register of deductions for December 2001. (13/02/02 - 12) Accepted budget transfer from Furn. & Equip. to Insurance. (13/02/02 - 13) Untabled motion (02/01/02 - 5) moving F.T. Custodians to Clerical Unit. (13/02/02 - 14) Approved moving Full-time Custodians to Clerical Unit. (13/02/02 - 15) Amended 2002 budget to increase Furn. & Equip. - balance of Centennial checking account (13/02/02 - 16) Summer Hours effective 6/9 - Regular hours resume 9/7 (13/02/02 - 17) Executive session to discuss personnel. (13/02/02 - 18) Adjournment of 2/13 meeting. (13/03/02 - 19) Approval of 2/13/02 minutes. (13/03/03 - 20) Approval of disbursements for partial payroll 2/6 & manual checks (13/03/02 - 21) Approval of payroll register of deductions for 1/23; 2/6; & 2/20/02 (13/03/02 - 22) Approval of regular monthly disbursements for February 2002. (13/03/02 - 23) Approval of “correction” for payroll deductions. (13/03/02 - 24) Accepted budget transfer from Pass-Through from district to insurance. (13/03/02 - 25) Budget cuts for 2002 budget. (13/03/02 - 26) Approved revised Mission Statement. (13/03/02 - 27) Approved to permit Advest to set-up no charge account. (13/03/02 - 28) Executive session. (13/03/02 - 29) Adjournment of 3/13 meeting (10/04/02 - 30) Approval of 3/13/02 minutes. (10/04/02 - 31) Approval of disbursements for March 2002 (10/04/02 - 32) Approval of manual checks for February 2002 (10/04/02 - 33) Approval of payroll register deductions for March 6 & March 20 (10/04/02 - 34) Set dates for Minisink vote. (10/04/02 - 35) Restrictions on Bloomingburg cardholders. (10/04/02 - 36) Approval of Bulletin Board & Display Case Policy (10/04/02 - 37) Approval of Nugent & Haeussler as audit service. (10/04/02 - 38) Executive session. PAGE 2 (10/04/02 - 39) Approval of leave without pay for Georgie Cuffee. (10/04/02 - 40) Adjournment of 4/10/02 meeting. (08/05/02 - 41) Approval of 4/10/02 Minutes. (08/05/02 - 42) Bar patron from direct borrowing services. (08/05/02 - 43) Approval of disbursements for April 2002. (08/05/02 - 44) Approval of payroll register deductions for April 3 and April 17, 2002. (08/05/02 - 45) Accepted amendment to 2002 budget for donations received. (08/05/02 - 46) Approved policy and disposition of discarded books. (08/05/02 - 47) Executive Session 5/8/02. (08/05/02 - 48) Adjournment of 5/5/02 meeting. (12/06/02 - 49) Approval of 5/8/02 minutes. (12/06/02 - 50) Approval of disbursements for May 2002 (12/06/02 - 51) Approval of payroll register deductions for May 1, 15 & 29. (12/06/02 - 52) Approval of manual checks for April & May 2002. (12/06/02 - 53) Accepted amendment to 2002 budget (12/06/02 - 54) Accepted budget transfer. (12/06/02 - 55) Executive session (12/06/02 - 56) Resolution authorizing Thrall Public Library District to be registered as an independent agency with the NYS Retirement System. (12/06/02 - 57) Adjournment of 6/12/02 meeting.